Click ‘choose’ to select the appropriate subject heading for the item record.

Your subject term in 650$a is now attached to the authority number in 650$9.

Add the classification scheme and an associated item

Add the classmark to the relevant field; ‘060’ for NLM, ‘090’ for Library of Congress and ‘099’ for Wessex.

Additional points to note

Remove misleading ISBNs, e.g. those for hardback editions if you are cataloguing a paperback and the hardback isn’t held within BASE. (Note: all formats of a title held in the BASE collection (i.e. e-book, paperback, hardback, etc) should now be listed on the same bibliographic record to enable easier user retrieval)

Update the 001 and 008 fields as per the cataloguing standards.

Optionally remove any pagination in field 300.

Downloaded records won’t match the BASE cataloguing standards, but there is no need to amend all the fields in the record to exactly match these standards; downloading MARC records is intended to save time and effort, rather than increase it!

Repeat a field or subfield using the tag clone button available at each field

If your organisation has a Discovery Service, allow one day for the catalogue to be refreshed, then ensure that your new items appear on the Discovery Tool.

Click to save the record, ‘save and view’ the record or ‘save and edit items’ to add items to the bibliographic record. (See also ‘Adding items to a catalogue record’.)

Cataloguing standards

All of the fields below should have data entered.

Any other fields that include data can be removed from imported records if not useful to members – you can clear the content of extra tags by clicking on the small x alongside the entry.

Please note: ‘^’ indicates a ‘space’ in the examples.

Field Label

Tag

Information to Enter

Leader

000

This is an auto-completed field; do not delete any information here

Note: Click ‘Tag Editor’ at the end of this field to change the item icon displayed on the OPAC. Go to field 6 ‘Type of record’, change to ‘g – projected medium’ for a film icon.

(The ‘BASE Consortium Multimedia’ cataloguing framework will default to display the film icon)

a – Language material

j – Musical sound recording

c – Notated music

k – Two-dimensional nonprojectable graphic

d – Manuscript notated music

m – Computer file

e – Cartographic material

o – Kit

f – Manuscript cartographic material

p – Mixed materials

g – Projected medium

r – Three-dimensional artifact or naturally occurring object

i – Nonmusical sound recording

t – Manuscript language material

Control No.

001

Delete the current information and replace with ‘i’ followed by ISBN number i.e.: i9781107686465 or ‘s’ followed by ISSN number. Leave completely blank if no ISBN or ISSN.

Date & Time of Latest Transaction

005

If shown, this field will auto-complete when clicked in and can remain

Fixed length Data Information

008

This is an auto-completed field; do not delete any information here.

Important: Click the ‘Tag editor’ button and add the publication date to the ‘Date 1’ field. This allows the title to be displayed in the correct date order on the opac.

[this should be autocompleted on downloading a record. If the downloaded record uses field 700, leave as downloaded]

Search for an existing entry by entering surname. (If you need to ‘Create New’ see instructions.)

Enter as Surname, Forename, Middle Initial e.g.
Smith,^John^P

Remember to add the comma between the surname and the forename.
Do not use titles. Enter only the author name – see 100|b and 100|e for editor and compiler entries.

If there are two authors add the second author into field 700.
If there are three authors add the second and third authors into field 700.
If there are more than three authors add the first named author to field 100 and add et al into |b (see below)

100|b

Enter ‘et al.’ here to indicate there are more than three authors.

100|e

Enter ‘ed.’ or ‘comp.’ here to indicate the author is an editor or compiler.

Corporate Author

110

Enter the name in full as given on the title page.

Do not use abbreviations.

e.g. ‘British Medical Association’ NOT ‘BMA’.

N.B. For Official Publications the author will always be:Great Britain, Department of Health

Meeting or Conference name

111

Enter in full as given on the title page

If the author is a person and not a venue, then enter as given under Personal author (100).

Title

245|a

This field MUST have data in it. Capitalise the first letter and proper nouns only.

“Transcribe the title proper exactly as to wording, order, and spelling, but not necessarily as to punctuation and capitalization” (AACR2 1.1B1).

Enter as This is the title^:

(Subtitle)

245|b

There is no capitalisation of the first word or subtitle unless a proper noun. You MUST add the colon in at the end of the main title.

[If you wish to change the ‘Material type’ icon visible on the bibliographic record next to the title and author, see field 000 – LEADER]

Variant title

246

This will be entered if another title could be used for a book i.e. Psychopharmacology as opposed to Stahl’s Psychopharmacology.

Edition

250

Use ‘2nd^ed.’, ‘3rd^ed.’, 4th^ed.’, ‘Rev.^ed.’

Publication Information

260|a

Place of publication^:

260|b

Publisher,

260|c

Year

Physical description

300|b

Repeat this field for each format of the item. Use only the following descriptions:

Audio tape

CDROM

DVD

E-book

Hbk.

Loose-leaf (also includes ring binders)

Pamphlet

Pbk.

Spiral

Thermal-bound

URL

Video

[If you wish to change the ‘Material type’ icon visible on the bibliographic record next to the title and author, see field 000 – LEADER]

Series Title

490|a

Capitalise the first letter and proper nouns only

490|v Use for volume number

Use vol. before the volume number

Enter as ^vol.5

[Please note that field 440 has now become obsolete]

General Note

500

Enter “Athens username and password required.” when appropriate.

Contents

505

Use only the following:-

Contains CDROM

Contains video(s)

Contains tape(s)

Contains cards

Subject

650|a

If terms are already entered in the 650 field, you should delete these and ‘Repeat this Tag’ to give you blank option boxes.Terms should be selected from Wessex Subject Heading Index loaded into Koha.The Wessex subject headings index is also linked at the top of the Add MARC record screen for reference.Enter up to 3 terms only, one in each ‘650’ field.Note: subject authorities should not be added to the database. The Wessex subject headings have been loaded into Koha for selection. Any amendments to the subject authorities should be submitted to baselibrary.consortium@nhs.net.

Added Author

700

Enter as Surname, Forename (see entry for ‘100’ for more details)

Enter up to 2 additional authors only.

Additional fields may be added but ONLY if the author is a significant author i.e. staff member of the Trust.

Added Corporate Author

710

This is used for added corporate names.

Capitalise the first letter and proper nouns only.

Enter the name in full as given on the title page.

Online Resource

856|u

http://www.quickmedicalfixes.ac.uk

856|z

Add text to this subfield to explain which users have access to this.

Use the following text (replacing the Trust acronym with your own Trust):

Please add the ISBN for all formats of a title to individual 020 fields within the same record. For example when an electronic version of a printed title or a paperback version of a hardback title exists.

If a multi-volume set has individual ISBNs, catalogue the items individually. Catalogue the set together if the items have the same ISBN.

Adding an authority – personal author

If you are unable to find the Author from the current entries in the database, you will need to create a new Authority record.

Click in the 000, 003, 005 and 008 fields and they will auto-complete with the necessary details.

Click on field 100 to enter the author name. If an entry box isn’t displaying, click on ‘HEADING-PERSONAL NAME’ and a data entry box will be displayed. You should enter the name here in Surname,^Forename format.

Save the authority and return to the catalogue record to search the authority index and select this new entry.

Alternatively, open the Authority search box using the personal author “tag editor” in the bibliographic record, if the author isn’t there then select the “Create new authority” button at the top of the search box.

Adding items to a catalogue record

Once the catalogue record has been populated, you can add the item information. The data fields in ‘add item’ are below; key fields to complete are:

2 – Source of classification. Select according to your library.7 – Not for loan (if reference only or an e-pub). Indicate if an item is not for loan to prevent it being selected to fulfil a reservation.8a – Permanent location. Home library.8b – Current location. Home library. 8c – Shelving location. Choose a shelving location to assist users in retrieving the item. Select ‘electronic resources’ for e-pubs.8d – Date acquired (auto-completes).o – Full call number. Enter classmark.p – Barcode. Enter item barcode.y – Koha item type. Change as appropriate.

For additional information about electronic items see Cataloguing e-books and electronic publications.

There are 3 options for finalising adding the item:

‘Add item’ will add just the one item

‘Add & duplicate’ will add the item and fill in a new form with the same values for you to alter

‘Add multiple copies’ will ask how many copies and will then add that number of copies adding +1 to the barcode so each barcode is unique.

How to add a copy to an existing record

Search for the book title using ‘Search’ – try ISBN and keyword searching.

If the book is already on the catalogue, then you can add a new item ID by clicking on ‘Edit Items’.

The next screen will display the items already available on the catalogue.

Enter your item data into the ‘Add Item’ fields at the bottom of the page.

2 – Source of Classification or Shelving Scheme – select the library preference from the dropdown list7 – It is Important to select if an item is not for loan, e.g. reference only or an e-pub, otherwise these items will be used to fulfil reservations.
8a – Permanent location: This should be the home library8b – Current location: This should be the home library8c – Shelving location: Choose a shelving location to assist users in retrieving the item. Select ‘electronic resources’ for e-pubs.8d – Click in ‘Date acquired’ and this will auto-fill8o – Enter classmark8p – Enter item barcode8y – Koha item type: This should be changed as appropriate

All other fields in ‘Add item’ can be completed if necessary with local information.

Modifying and withdrawing items

Search for an item in the catalogue using basic or advanced search (advanced search allows you to search by Item ID, Barcode etc)

You can also edit items from Item search.

To modify an item from item search results, select “Edit”.

To modify an item from advanced search results select “Edit Items”.

From the next screen, you can choose to edit the single item (check the item ID number corresponds) by clicking in the first column of the table:

The next screen will allow you to modify the data that was entered when you originally added the item to the catalogue.

You can change the status and shelving location of an item on this page too e.g. withdrawn (discard) an item. Important note: always ‘withdraw’ items, do not ‘delete’ them. This ensures the annual statistical return can be accurately completed.

To modify the bibliographic record – e.g. to amend a spelling mistake, click on “Edit record”

This will allow you to amend the information contained in the full MARC/catalogue record.

Adding a brief title

(e.g. for an item received on interlibrary loan or not found in the catalogue at check out)

Click on Cataloguing on the Koha homepage, selecting a ‘New Record’ and choosing the Base Consortium Brief Title template from the drop-down list.

The following fields should be completed:

000 – is auto-completed, click your mouse in the box

008 – is auto-completed, click your mouse in the box

060; 090 or 099 – use the BL shelfmark in the appropriate box

100 – search and add author*

245 – enter title details*

260 – enter publication information*

942 – for BL ILL titles you must select ‘suppress in opac’ as these titles should not display on the opac.

*see cataloguing standards.

When all details have been entered, click save.

For fields under “add item”, use the BL information for the item barcode and select the shelving location as “Interlibrary loan”.

On return by a member, BL or any other ILL items should be either marked as ‘withdrawn’ or deleted, to ensure they don’t uneccessarily remain on the catalogue.

Cataloguing equipment

To add equipment to Koha, use the “Base Consortium Equipment” template (recently developed – feedback welcome to baselibrary.consortium@nhs.net).

008 – auto-fill – click in with your mouse (Important: click the ‘Tag editor’ button and add the manufacture or purchase date to the ‘Date 1’ field. This allows the record to be displayed in the correct date order on the opac.)

Cataloguing multi-part sets

If a multi-volume or multi-part set has individual ISBNs, please catalogue the items individually.

Use the part ISBN as the title control number.

Within the title field (245) list the volume number as if it is a subtitle

Where the item has a subtitle as well as volume number or similar identifying information list the subtitle followed by comma and the volume number.

When each part of the set has the same ISBN

Catalogue the set together if the items have the same ISBN.

Allocate a barcode to each part and add a note to both the “Materials specified (bound volume or other part)” and “Public note” field on the add items tab to say which part or volume it is.

Cataloguing e-books and electronic publications

Add all formats of a title to the same bibliographic record, to allow users to find the title then see all the available formats in one place.

Please follow the BASE cataloguing standards (Section 4).

When cataloguing an electronic version of a printed title, please add the electronic version’s ISBN to an additional 020 field within the printed title’s bibliographic record. Add a new physical description to an additional field 300 to indicate the additional format the title is available in.

Select the ‘BASE Consortium Ebook’ framework if the title is not already on the database.

Particular attention should be paid to adding general notes and the correct URL for the resource when following the cataloguing standards.

Catalogue an item as ELIB, Electronic Library if it is a BASE-wide purchase or catalogue an item as your library if it is solely for your members. Please see ‘Adding an e-item to a bibliographic record’ for full details.

Adding an e-item to a bibliographic record

Please read in conjunction with ‘How to add a copy to an existing record’.

1.It is important to indicate in field ‘7’ that the item is not for loan. Select ‘Electronic resource’ here, otherwise these items will be used to fulfil reservations.

2. Complete field 856 in the bibliographic record with the URL to access the resource. Add an access note in field 856z specifying the members who can access this resource (if different from entered). Please follow the cataloguing standards for this field.

3. Please add the electronic version’s ISBN to an additional 020 field within the bibliographic record.

4. If an item is available for all BASE members, it should be catalogued as:

6. When adding an item to an e-book record, if you do not want to use one of your site barcodes, enter ‘E-ISBN-sitecode’, as above, to create a unique barcode.

7. Add the URL to access the resource in field ‘u’ (must reflect the data entered in field 856 in the bibliographic record).

8. Ensure the item type in the ‘Koha item type’ field ‘y’ is selected as ‘Electronic Publication’.

9. Add a note in field ‘z’ to specify who can access the resource (must reflect the intended audience entered in field 856 in the bibliographic record). For example: ‘Access available for BASE Library members’ or ‘Access available for HEFT Athens users’.

Merging records

Find the bibliographic record you want to keep, click edit > attach item and enter the barcodes of the items to transfer over from the unwanted bibliographic record(s).

Then please delete the unwanted bibliographic records.

Importing MARC records

You can import a MARC record into Koha via Tools > Stage MARC Records for Import.

Other useful information

Help Files and Koha Community Manuals

Help information is available for cataloguing, from within Koha – just click on ‘Help’ (top right hand corner) from the appropriate page and a quick overview box will appear on the screen. Alternatively, you can view the full Koha Cataloguing manual online at: http://koha-community.org/documentation/.

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